Benefits:

401(k)

Health insurance

Paid time off

Job Title: Office Manager / Controller Industry: Construction Employment Type: Full-Time Location: In-person at headquarters – Santa Monica Zip Code: 90025

Salary: DOE 80k-125k/year

POSITION SUMMARY

We are seeking an experienced Office Manager / Controller to oversee the financial operations of a high-end residential construction company. This role is responsible for managing billing, payroll, job cost accounting, and core administrative functions while ensuring financial accuracy, compliance, and operational efficiency.

The ideal candidate brings strong construction accounting experience, sound judgment, and a hands-on approach. This position requires someone who can manage day-to-day execution, maintain reliable systems and controls, and partner with leadership to support informed decision-making.

RESPONSIBILITIES

Construction Billing & Subcontractor Coordination

Review and approve subcontracts

Review and approve project invoices/billing packages

Review and approve all project expenses and subcontractor payments

Ensure all vendors and subcontractors have proper contracts, valid insurance, and licenses

Ensure billing accuracy, completeness, and adherence to contract terms

Serve as the primary point of contact for clients regarding billing questions, payment issues, or project cost clarifications

Establish and maintain internal protocols, data entry, and reporting to ensure accuracy, security, and compliance

Finance & Cash Flow Management

Monitor operating checking accounts to ensure adequate liquidity

Review daily cash activity & current liability

Flag cash-flow risks proactively and support short-term forecasting

Manage & review all business expenses and non-billable expenses

Enforce expense documentation and approval standards

Review, approve, and monitor all company credit card transactions

Identify unusual, unauthorized, or non-compliant charges

Manage balances and ensure timely payments to avoid penalties or interest.

Payroll Administration

Review and submit weekly payroll, including timecard validation, discrepancy resolution, and deduction accuracy

Ensure reimbursement, payroll deductions, loans, and garnishments are accurate and properly applied

Coordinate payroll reporting and filings with ADP/payroll system

Ensure all billable labor hours are properly coded and billed to projects

HR, Benefits Administration & Safety

Manage the full onboarding process for new hires, ensuring all required paperwork, payroll setup, benefits enrollment, and compliance documentation are completed accurately and on time

Oversee offboarding for departing employees, including termination of benefits, final payroll, return of company property, and recordkeeping

Serve as primary administrator for employee benefits, including health insurance enrollments, terminations, and qualifying life events

Reconcile benefit deductions with payroll and accounting records

Coordinate with brokers and benefit providers to resolve coverage issues and billing discrepancies

Manage workers’ compensation reporting, audits, and employee classifications

Handle Workers Comp claim and related expenses as needed

Work with field management team to ensure employees’ workplace compliance and safety

Insurance & Risk Management

Coordinate with insurance brokers to ensure active General Liability, Builder’s Risk, Auto, and Workers’ Compensation coverage across all projects

Track policy expirations, renewals, and project-specific extensions

Ensure insurance compliance at both company and project levels

Compliance, Licensing & Tax Coordination

Manage and track all critical annual and recurring deadlines, including:

W-2 and 1099 preparation and issuance

Payroll tax filings

Federal and California S-Corp filings

City of Los Angeles Business Tax renewal

Quarterly estimated tax payments

California Statement of Information

Coordinate contractor license renewals and workers’ compensation compliance

Work directly with external CPAs to ensure timely and accurate filings

REQUIRED QUALIFICATIONS

5–7 years of experience in construction accounting, billing, or controller-level roles

Strong proficiency in Sage (preferred); QuickBooks or comparable accounting systems considered

Demonstrated experience managing payroll, job cost accounting, construction billing, and subcontractor payments

Hands-on experience with HR/administration, including benefits, payroll deductions, and insurance coordination

Working knowledge of California contractor compliance, insurance, licensing, and labor requirements

High attention to detail with the ability to operate independently and manage competing deadlines

Strong judgment, discretion, and financial ownership mindset